Intermech, Inc. Service Administrator

We provide end-to-end mechanical and industrial contracting, including pre-construction, project management, fabrication, and welding solutions. We have experience working on a variety of process-critical and fast-track projects for heavy industrial, energy, life sciences, and government clients.

About the role

Join our Service Department as a Service Administrator, where your expertise is respected, your growth is supported, and your success in the field matters. You’ll be responsible for coordinating and supporting daily service operations to ensure timely, efficient, and high-quality service delivery to customers. This role serves as a key point of contact between customers, service technicians, and internal teams, managing work orders and maintaining accurate service records. The Service Administrator helps optimize technician utilization, supports customer satisfaction, and ensures compliance with company procedures and service standards.

Responsibilities

• Coordinate with the General Manager, Service Manager, Dispatcher, and Service Technicians to respond to service requests, maintain accurate system updates, and ensure timely completion of work.
• Serve as a professional point of contact for customers, responding to inquiries and providing timely updates regarding service requests, technician ETA, parts availability, scheduling, quotes, billing, and service status.
• Schedule service and book approved jobs.
• Order and track parts.
• Prepare service proposals, obtain vendor pricing and quotations, and track outstanding customer quotes through approval.
• Assist with administration and scheduling of preventive maintenance agreements, contract renewals, and related customer communications.
• Coordinate permits, inspections, factory start-ups, and job costing reports as needed.
• Maintain accurate service records, customer files, equipment information, warranty documentation, and job-related records within company systems.
• Process warranty claims, equipment returns, and SWAP paperwork; follow up to ensure receipt of applicable credits.
• Monitor open work orders and follow up with technicians, customers, and management to ensure timely completion and billing.
• Provide AP and AR support for service (T&M), quoted jobs, and projects.
• Follow up on past due invoices; process credit card payments.

Requirements

• High school diploma or GED required; associate degree or technical training preferred.
• 2+ years of experience in service coordination, dispatching, or a similar service support role.
• Experience supporting HVAC, mechanical contracting, construction, or commercial service operations preferred.
• Strong scheduling and dispatching skills with the ability to manage multiple priorities in a fast-paced environment.
• Proficiency with service management software, CRM systems, and Microsoft Office (Outlook, Excel, Word).

Skills

• Proficient with Microsoft Office applications, including Excel formulas and formatting.
• Proficient with accounting software; Viewpoint would be a plus.
• Familiarity with Windows-based operating systems and web-based applications.
• Ability to create, file, and manage electronic documents.
• Excellent written and verbal communication skills.
• Ability to analyze and solve problems.
• Exceptional attention to detail and accuracy in documentation, billing, job costing, and customer communications.
• Ability to work effectively with service technicians, dispatch, project managers, accounting personnel, vendors, and customers.
• Ability to effectively organize and prioritize multiple projects, tasks, and deadlines in a fast-paced service environment.
• Demonstrated ability to communicate in English, cooperate, and collaborate with multiple levels of customers, employees, unions, government agencies, vendors, suppliers, and other contractor organizations.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly required to sit, see, talk, and hear.
• Regularly required to use hands to finger, handle, or feel objects, tools, or controls.
• Regularly required to walk, reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl.
• May occasionally lift and/or move up to twenty-five (25) pounds.
• Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
• Regularly required to commute to field locations and navigate around job site locations.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Typically works in an office environment but may visit field locations.
• Field environments may vary based on project, manufacturing, or weather conditions.
• The noise level in the work environment is usually moderate to loud.

Benefits

• PTO: 104 hours
• Holiday: 80 hours
• Eligible for bonus